The American Women´s Association of Hong Kong, is an organization with two aims: to help the underprivileged and underserved in Hong Kong and to learn more about the city, the surroundings and each other through educational, recreational and social activities.
As the AWA Office Manager, you will report to the President. You are responsible for the smooth running of the office and help improve company procedures and day-to-day operation. You will also be an ex-officio member of the AWA Board and be a link between the Board and the office. In addition, you are expected to provide basic HR and Marketing support as detailed below under Responsibilities.
● Serve as an Ex-officio member of the Executive Board of Directors reporting to the President
● Manage resources, and ensure that procedures are carried out properly
● Responsible for everyday office operations, plans and procedures and assists the board in carrying out the business operations.
● Establish policies that support and promote AWA’s culture and vision
● Regularly evaluate the efficiency of business procedures according to organizational objectives and apply improvements
● Oversee daily operations of the company and the work of staff members and consultants
● Write and submit reports to the President
● Monitor invoices, accounting, bank processes, and money-handling procedures.
● Assist Treasurer in liaising with the auditor , providing data for reports and helping in budget numbers for office running costs.
● Manage relationships with business and community partners/vendors
Detailed role description:
General Office Management
Assess the company’s needs and find ways to contribute to the big picture by ensuring daily operations run smoothly and as efficiently as possible.
Manage procurement processes and relationships/agreements with external partners/vendors
Ensure that the company runs with legality and conformity to established regulations
Actively seek new ways to improve, economize and become more efficient within the office
Renew necessary Insurances and annual business registration
Maintain office equipment, repairs and replacement as needed, liaise with suppliers
Manage office budget and report to Board of any amounts beyond budgeted for approval
Update office procedures and ensure they are being followed by office staff
Assist Treasurer in Budget forecasting for operational expenses for next fiscal year
Assist the accountant, treasurer and auditor in annual audit work.
Provide financial statements as needed to Board members and committee chairs.
Prepare and execute payroll and MPF contributions
Oversee and maintain Accounts Payable and Accounts Receivable data
Distribute and discuss invoices received with pertinent committee chairs for approval to pay and approve disbursement requests
lssue payments for reimbursements, invoices and office bills
Oversee Petty Cash, Souvenir Sales, and Soda Sales reporting
Oversee issuing advertising invoices based on AWAre Advertising Revenue Report (for both print and web advertising) generated by Advertising Manager; oversee overdue accounts
Monitor HK Government Employment Policies and ensure AWA complies.
Monitor MPF Fund performance and suggest changes if needed
Hire and train new staff, supervise existing staff
Keep track of staff annual leave
Serve as an ex-officio member of the AWA and the AWA Foundation Executive Board of directors
Share information, facilitate communication about relevant documents, policies and issues.
Review office procedures and pertinent issues with incoming and outgoing Presidents.
Make oneself well aware of the Articles of Association and Policies documents
Attend monthly Board meeting and General Meetings, prepare Status Reports or other required reports relating to Office activities and issues
Induct all board members into AWA office procedures, policies and guidelines
Liaise between Board and Office Staff
Support the Board with any ad hoc issue that a Board member may need assistance with.
IT and technology
Troubleshoot hardware and software issues by coordinating with the website designer, website and email host, software providers and IT consultant.
Develop and maintain/upload content for the website ensuring it is user friendly, current and accurate,
Assist members and staff to use the website effectively.
Marketing / Communication
Assist the Board and liaise closely with key people in the execution of Marketing Strategy together with the existing AWA Marketing team across all marketing channels (social media, event, print).
Establish/develop working relationships and collaborations with corporates, foundations, government and other organizations
Provide backend operational support for all the fundraising events of the organization.
Strong connections with PR & marketing agencies and contacts with the media and press (preferred not mandatory)
5-7 years of proven office management experience, preferred in charitable organizations and at least 2-3 years in managerial roles.
Proficient in MS Office, Google documents, MYOB, online marketing and social media tools.
Excellent time management skills and ability to multitask and prioritise work
Excellent written and verbal communication skills, fluent in English.
Strong organizational and planning skills
Knowledge of accounting, data and administrative management practices and procedures
Knowledge of clerical practices and procedures
Knowledge of human resources management practices and procedures
Knowledge of business and management principles
Computer skills and knowledge of office software packages
The ideal candidate should be someone who loves people as we are a member organization. The candidate should be entrepreneurial, detail-oriented, solution minded, collaborative and preferably have a multicultural background.